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Objective
Upon completion of this KB the User will be able to produce and validate the Unit of Study Completions File (CU) ready for import into HEPCAT.
Complexity
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Page Contents
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Assumptions
The user has Admin access
The user has entered required data to generate the Campus File
The user has an understanding of Element numbers required in HEPCAT reporting / Paradigm
The user has access to HEPCAT to import and validate the HEIMS reports
Key terms and concepts
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Objective
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Assumptions
This part of the KB states the basic requirements for user to be able to understand this KB or any access required to carry out the task explained in this KB.
Key terms and concepts
In this section, important key terms and concepts involved in the process of carrying out the tasks explained in this KB will be listed, and each of these concepts and terms will be explained.
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Implications
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Workflow
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It is recommended to divide the task into sub headings.
Further reading
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Write a comment…The Unit of Study Completions (CU) file records the completion status for each unit of study undertaken by students in the reporting year.
There must be a record in the CU file for every record reported on all Student Load/Liability (LL) files for the reporting year.
Unit of Study Completions file Fields
All Fields Marked with * are required to produce a compliant Unit of Study Completions file
Field name | Brief Overview |
|---|---|
Institution* | Select the Institution(s) that the report is being submitted for. If Multiple select as many as required |
HEIMS Report (Year Students Completed) | From the Drop down field select the Collection Year that the report is for |
Period Number | Select the Period Number. January 1 to June 30 is Period 1 and July 1 to December 31 is Period 2 |
Submission Year (Year Students Completed) | Enter the Year the submission is for e.g 2018 |
Submission Number* | Within Each Period multiple submissions can be made, select the submission number next in the sequence remembering that the first one for each new year is 1. A Submission will be allocated a number from 3 pieces of data e.g. 2018 1.2 - meaning 2018, period one submission 2 |
Course Level* |
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Unit Enrolment Status* |
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HEIMS Census date* | Select the Census date that the EN report is for, Multiple dates can be selected as long as they fall within the Correct reporting period. |
HEIMS Start Date* | |
HEIMS End Date* | |
Output to DESTPAC (Do not Tick for HEPCAT) | |
Report Mode |
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Unit of Completions File Structure
Element | Element Name | Position within the file | Width of Characters | Data Type | Location Within Paradigm |
|---|---|---|---|---|---|
E313 | Student identification code | 1-10 | 10 | Alphanumeric | Student > Student Details > Edit Details |
E307 | Course code | 11-20 | 10 | Alphanumeric | Student > Course Enrolment > Course |
E354 | Unit of study code | 21-30 | 10 | Alphanumeric | Student > Course Enrolment > Units |
E355 | Unit of study completion status | 31 | 1 | Numeric | Student > Course Enrolment > Units |
E488 | Commonwealth Higher Education Student Support Number (CHESSN) | 32-41 | 10 | Alphanumeric | Student > Student Details > Edit Details |
E489 | Unit of study census date | 42-49 | 8 | Numeric | Student > Course Enrolment > Units |
N.A. | Filler | 50-99 | 50 | Alphanumeric | N/A |
Implications
This report is Part 2 of 2 for the Past Course Completions and Unit of Study Completions Submission file set.
Please note that these 2 reports (Unit of Study and Past course completions) must be validated and submitted together.
Unlike the Course of Study and Campus file the order of submission is not critical.The set is the Past Course Completions file (PS) and the Unit of Study Completions file (CU) is submitted no later than close of business 30th of April.
However if your institution is participating in the QILT or GOS data surveys, the data will need to be submitted and verified earlier to allow for data selection from these bodies.
Please refer to the current Higher Education Data Collection reporting Schedule for reporting dates and deadlines for any changes or updates.
Workflow
How to produce CU file
Click on the Report tab on the side menu
Click on the HEIMS option in the side menu
Click on the Get Report button next to the Unit of Study Completion file (CU) section.
Select the required options as outlined above
Click on the Produce Report button.
If the report contains any warnings, corrections to the Student data is required, return to the Students record, correct the data and re run this report.
Once the data is clean with no error messages export the file, then import it into HEPCAT.
Further reading
For more information on File Scope and structures go to http://heimshelp.education.gov.au/sites/heimshelp/resources/pages/he-student-data-collection#nav and select the required year and file.
If you have not previously submitted data via HEPCAT or need a refresher go to: http://heimshelp.education.gov.au/sites/heimshelp/support/pages/training#content. You will find webinars, training documents, help links and how to guides for HEPCAT and submitting data.